User Manual
Contents
1. ProTrack v3 5 1 September 2014 Contr Rep This will default to yes This means the rep is a controlling rep for the project they are responsible for follow up If you do not want them to receive follow up emails change this to a red cross All controlling reps will receive the follow up email 4 2 3 Awarding the project To award the project to a Builder Contractor or Wholesaler click on the relevant button to the left of the screen E g to award a contractor click on the button This will display a list of attached Contactor contacts Project Contractor Project Contractor Name 4 1 Branch Rep Award Cntr Rep Create Date ST JOHNS REDLYNCH Babinda Electrics CAIRNS Brad Hart 27 08 2012 12 44 30 PM ST JOHNS REDLYNCH Jackson amp Jackson Refrigeration Pty Ltd Innisfail Brenda VanWijk 4 06 2012 11 01 49 AM Show page 1 Total Records 2 Records Per Page Add New Click on the award red cross This will change to a green tick meaning the project has been awarded The status of the project must be at least active for this to work 4 2 4 Adding Correspondence To add any correspondence select the correspondence button to the left of the screen Project Correspondence Project UpdatedBy Type amp Comment Create Date Natalie s project number Natalie Eik The folloing Contractor have been removed due to Contractor Awarded CompanyId 963 BranchId 124 20 07 2012 3 50 52 one Mile2. About ProTrack ccccccccsssseeeceeeeeceeeeeeeeceeeeeeaeeeseeeceeeeeseaaaaeseeeeeeeesaaaeeees 26 8 4 Se ee NS 26 ProTrack v3 5 1 September 2014 1 General Information 1 1 System Overview ProTrack is a web based application accessible over the internet via any internet browser The purpose of ProTrack is to allow users to enter and track their projects for Gerard Professional Solutions 1 2 Authorisation ProTrack uses the Company s active directory for signing on What does this mean lt means that you use your Windows username and password to sign on your username is the first part of your email address For example jbloggs gerardlighting com au the username is jbloggs It is important to keep your logon details confidential and log off ProTrack when you have finished You will be automatically logged off the system after 3o minutes of inactivity ProTrack v3 5 1 September 2014 2 System Summary 2 1 System Configuration The system resides on an SQL and Web server It is securely accessible via the World Wide Web It can be accessed via any device which connects to the internet and has a web browser This includes laptops desktops and smart phones The performance of ProTrack is partly dependent on the speed of the internet connection being used We support the following browsers Internet Explorer 8 and higher Firefox 3 6 and higher Safari 4 and higher Chrome 8 and highe
3. Order Info Quote Number Quote Value Spec e Quote number enter the quote number from Project Manager e Quote value enter the value of the project e Spec mark if the project is to be specified e Spec Value if the project is specified you must enter the specified value ProTrack v3 5 1 September 2014 Section 3 Design Designer Design v Designer N A Design No 12123456 e Design mark here if the project requires design e Designer if the project is to be designed you must enter the relevant designer e Design No this wil automatically default to a number You may change this Section 4 Contacts Contacts Contractor Company N A v Wholesaler Company DD mi M E Builder Company zal V eum M N A Consultant or Architect Company N A EH E Council N A End User N A Enter the relevant contact information If the project is specified you must enter an architect or consultant You cannot have both in this version NB Responsible Rep is the overall rep responsible for the project This is used by management when reporting on ProTrack Insert Once you have entered and validated all information click the sert button to create the project Any error messages missing values will be displayed at the top of the screen 4 1 1 Email alerts When a new project is added all associated representatives will be emailed about th
4. Cancelled all cancelled projects for current financial year Project Name Region Status Quote valye Quote Spec Value Win Comment Bg Cancelled Mont Can 1 dupl d 014 07 30 2014 7 162 166 Willougby Road Crows Nest SALLY NSW Canceled 20000 0000 0 0000 Cu ar Y des 1 L 014 07 09 2014 7 162 166 Willougby Road Crows Nest SALLY NSW Cancelled 20000 0000 0 Job m bu 07 09 2014 7 DUBBO HOSPITAL RE DEVELOPMENT alt package at tender stage SALLY NSW Cancelled 374447 0500 25231 2800 Contractor is on budget with onginal Spec and did not ask for alternatives this was a Matt job 2014 07 09 2014 7 rh You can then extract to Excel for further analysis Any report request must go through Marty Kaye ProTrack v3 5 1 September 2014 8 Help Hel The Help section of ProTrack contains some useful information regarding ProTrack releases frequently asked questions and an easy email form to send any questions you may have 8 1 F A Q The frequently asked questions section briefly answers commonly asked questions 8 2 Download user manual Download this manual so you have a copy with you 8 3 Version Control About ProTrack Any changes bug fixes to ProTrack will be managed using version control This will allow us to track all requests and give you an estimate as to when they will be uplifted to the live system ProTrack will be assigned a version number e g v3 0 0 The version number is made up of 3 digits e The
5. d 4000000 3000000 num 1 847 1 810 000 1 4 1000000 5767 424 772 8 400 04 235 000 340 0 33 06 100 000 35 000 0 1 4 Raised Concept Design In Revision Builder Awarded Wholesaler Awarded Partially Won Active Design Logged Design Completed Contractor Awarded On Hold Won 349 30 77 Million PROJECTS VALUE Again you can click on the bar chart to take you to the project detail n ProTrack v3 5 1 September 2014 7 Reports reports section is available for authorised users to run pre defined reports Only National and State users are authorised to the reports section state user is only authorised to reports within their assigned state Reports collapse mai D E Ds Clicking on your region will display a list of available reports T E x Report List collapse E NSW Contacts Lost all lost projects for previous month E Cancelled all cancelled projects for current financial year Won all won projects for current financial year Cancelled all cancelled projects for previous financial year Won all won projects for previous workday Cancelled all cancelled projects for previous month Won all won projects for previous financial year Lost all lost Projects for current financial year E Won all won projects for previous month Lost all lost projects for previous financial year Back Click on the report link to display the results
6. Surry Hills Constructi To access a project either click on the project name or click on the pencil on the far right hand side of the project Remember you can use the Toggle Filter feature to filter the project list 4 2 4 Changing the Status To change the status of a project select the status from the drop down list and click update Please refer to section 2 2 of this manual for the rules regarding status change lt is very important you click update next to the status for this to work correctly and update the status history Edit Project collapse x Project Name Natalie s project number one SA Wholesaler Region Order Number Project Date 20 07 2012 Eg Follow Up 27 07 2012 E9 Delivery Date E9 Main Items Main item 1 Main item 2 Forecasted E Win Current Status Raised Update R 4 2 2 Adding an additional contact To add an additional contact click on the relevant button to the left of the screen e g Co Project Contractor Project Contractor Name amp 1 Branch Rep Award Cntr Rep Create Date Metro Park Soccer Fields Culpans Electrical Burleigh Heads Troy Kirwan 4 4 1 11 2011 10 12 03 AM Showpage 1 Total Records 1 Add New This will display a list of current builder contractor or wholesaler contacts depending on the button you selected Click on the add new button to add an additional one Enter the additional contact branch details and click insert dT
7. 305 338 B ADP wan EE Consulting 305 338 FORTTDE 144 763 HOEN VALLEY 151 663 144 763 1 MELBOURNE 15 193 EJ Aecom Perth 120 000 621 968 Sydney 1 010 280 000 36 046 0 0 Aecom Total 287 866 1 046 731 36 047 0 0 ce Bruce PERTH Reynolds 50 24 280 G Airport Ra Manuera 0 Lighting oa Specialists pocanna 0 qn 2 3 4 amp oZ H W ee X Amount of Lost Partially Won and Won are based on current financial year You can display a list of projects for a particular status by clicking on the value You can filter by Company by clicking the filter icon to the right of the Company heading Company A T Branch Activa Cor CHMIEWLESKI amp DOWNEY CLOUGH GHD Hegney ITC Group L Lincolne Scott m E CLOUGH PERTH 1 860 661 00 2 263 789 00 501 2 140 000 00 4 201 Allows you to filter by Company 559 319 00 ERTH 5 000 00 a ProTrack v3 5 1 September 2014 6 3 Designer Dashboard The designed dashboard is very similar to the internal dashboard but will only display a summary for projects that are design Projects Total amount design projects in Australia by status 4 IR ised 9000000 E 8 527 117 B active lll Concept 8000000 Bil Design Logged 7 410 078 BBB Design In Revision BBB Design Completed 7000000 DD Builder Awarded 1 BD Contractor Awarded 1 Wholesaler Awarded 6000000 E On Hold 3 Partially Won Won 5000000
8. displayed on your screen Records Per Page 10 e Records per page Control the number of records displayed on the screen The default will be 10 records per page ProTrack v3 5 1 September 2014 3 5 Logging Off To log off ProTrack click the Logout link in the top right hand corner of the application protrackpierlil 2 f Home ss Projects 4 Contacts ili Dashboard w Reports Admin Web Admin ProTrack v3 5 1 September 2014 4 Project Maintenance amp Follow Up 4 1 Creating a Project On the Projects page click on the button This can be found at the bottom of the screen The screen is broken down into four sections Please note fields followed by an asterisk are mandatory Section 1 Project detail Add Project Project Name Region NSW v Project Date 15 09 2014 Eem Follow Up 22 09 2014 Een Delivery Date EE Expected Order Date Ern Main Items Forecasted Win 96 e Project name enter the name of your project This must be a unique name e Region defaults to your assigned region e Project date enter confirm the project date e Follow up enter confirm the follow up date This will default to today s date 7 calendar days e Main items enter the main items product groups for this project e Forecasted if the probability of winning this project is in excess of 80 you can click the Forecasted option and enter the likelihood of winning Section 2 Order Detail
9. p Miles Fred p 23 000 00 0 00 Nimarota Simon Morrison 70 000 00 0 00 S Mat To add a project to your whiteboard from the projects page on the left hand side of the project name mark the projects you want to add to your whiteboard and then click the Add to Whiteboard button at the top of your list 4 3 2 Accessing your wh iteboard To access your whiteboard from the projects page select Projects My Whiteboard Projects 2 HP Remove from Whiteboard Name amp i Region Status E 1 Circular Quay NSW Cancelled 1 Kent Street NSW Won Natalie s project Contractor SA number one Awarded Show page 1 Total Records 3 Add Project 22 Projects My Follow Up My Whiteboard Consultant n a Innovative Consultin n a Builder n a n a n a Removing a project from your whiteboard Contractor n a ALL TECH 1ST CHOICE ELECTRIC Wholesaler n a PULVIN n a collapse Rep Quote Value SpecValue Natalie Miles 20 000 00 0 00 p Simon Morrison 70 000 00 0 00 Mat Bob Crewe j 100 000 00 100 000 00 S Natalie P Records Per Page 10 To remove a project from your whiteboard from the projects page on the left hand side of the project name mark the projects you want to remove and then click the Remove from Whiteboard button at the top of your list o ProTrack v3 5 1 September 2014 4 4 Follow Up Projects To vi
10. representative you can only view project detail you have been assigned to If you are a state user you can view projects assigned to your state Australia ALL FOLLOW UP Projects in Australia by status StatDate FM EndDate F Apply Bl Raised 130000000 124 327 212 B active BB Concept BB Sample B Design Logged Bl Design In Revision Bl Design Completed Bl Builder Awarded B3 Contractor Awarded B Wholesaler Awarded B3 on Hold BP Partially Won I won 120000000 110000000 100000000 90000000 80000000 70000000 60000000 50000000 40000000 30000000 18 211 300 20000000 14 600 767 10000000 S4 267 1 562 599 972 773 269 064 S7 31 208 Raised Concept Design Logged Design Completed Contractor Awarded On Hold Won Active Sample Design In Revision Builder Awarded Wholesaler Awarded Partially Won If you are a National user you can view this information at a National level or by state There are two columns of information display per status The first column is the specified value the second column is the project value For Won and Partially Won the values are the actual order value and order specified value entered Click on the bar chart to take you to the project details for the relevant status You can then extract this information to Excel if you want to further analyse To restrict the list to a date range this is by project date enter the start and fi
11. User Manual ProTrack v3 5 1 September 2014 ProTrack v3 5 1 September 2014 Contents MEE SE eu Momm 4 1 1 LINE e 4 1 2 gei 4 2 SYSTSM SUMMAT RRTERERRRRRERNT 5 2 1 System Configuration ccccceeecceccceeeeeecccaeeeceeecaaassceeesseasseeeesseaueeeesseaaseeeessauaeeeesssaageeeessaaagss 5 2 2 PANG GS 5 2 3 User ACCESS LOVE TERRE 6 3 Gelling SAO sicccdidscccccnssscxscneacesceasadsadsdsccdsssssacnsetesocssacedaddedtdsoedaneasaicnashabedsnsdatadsadedaasdencasanacchesacecbes 7 3 1 Accessing ProTrack rrrnnnnnnrnnnnnnrnnnnnnrnnnnnnnvnnnnnnrnnnnnnsnnnnnnssnnnnnnrnnnnnnrnnnnnnsnnnnnnssnnnnnnsnnnnnennnnnnsene 7 3 2 PION CF 0 NER 7 3 3 Bole 1110 0 g EE EE eee eee eee 8 3 4 NNN ale 8 3 9 Eos 91116 KO PS 10 4 Project Maintenance amp Follow Up rrrrrnnnrrnrnnnnvnnnnnnvnnnnnnrnnvnnnsrnnnnnnrnnnnnnrnnnnnnssnnnnnnrnnnnnnrnnnnnnsnnnnnnee 11 4 1 TM 11 5 EG EEE EE EE ict 12 4 2 Changing Updating a Project Lave naitsieotienactnetatendicntnacstno tenetdicedanaseansceatientnndsee 13 4 2 1 Changing the SAS RR 13 4 2 2 Adding an additional contact ronnnnrnrrrnnnnnvnnrrnnnnnrrnrrnnnnrrnnrnnnnnnrrnnnnnnnrrrnnnnnsnsrennnnnnsseennnnnn 13 4 2 3 Awarding the project aici RTT 14 4 2 4 Adding Correspondence rrrrrnrrnnnnnvrnrrnnnnnre
12. click on the mail icon at the end of this message You can begin editing the project by gome to the following limk and loggmg m using your windows authentication Should you have any questions please feel free to contact us at protrack gerardlightmg com au Thank you for usmg ProTrack Gerard Lighting Group IT Click on this icon to add to your t Add to Microsoft calendar 4 7 Outlook s ProTrack v3 5 1 September 2014 4 3 Projects Whiteb oard A whiteboard has been created to allow you to add certain projects that you need to particularly focus on and easily navigate to 4 3 1 Projects 2 Region Status ILK 227 Toorak E Rd Apartments IRON ORE MINESITE UPGRADE T WA 1 Buckingham St 1 Buckin ham St NSW Surry Hills 1 Circular Quay Cancelled A NSW Cancelled 1 Innovation North Ryde Cancelled E NSW 1 Kent Street Consultant Builder n a A W Edwards Multiplex n a Contructi Lipman n a Construction n a n a n a n a Innovative n Consultin Adding a project to your whiteboard Contractor 1ST CHOICE ELECTRIC A G COOMBS n a n a ALL TECH Wholesaler ABLEC TRADING ACG JBS ATK MM ELECTRI n a n a TURKS PULVIN Rep QuoteValue SpecValue Brenda VanWijk 141 000 00 0 00 9 Andr Bob C OD Mewes 353 030 00 0 00 S Michael Bob C i OD ENE 0 00 0 00 S Lei Yuan Natalie gt 20 000 00 0 00
13. eryone Projects 4 Contacts h Dashboard Reports Home collapse sa Projects Contacts ili Dashboard Reports ProTrack v3 5 1 September 2014 3 3 Logging On With the exception of Help if you click on any other button you will be prompted for your logon details User Login User Name jbloggs Password Enter your Windows username and password and click the Log in button 3 4 System Navigation Displays the projects the user is authorised to see From here you ee Projects can also create new projects A user can create search or update a contact A contact has three Contacts levels Company Branch Contact Each Company must be assigned at least one Branch Each Branch must be assigned an associated rep The dashboards show counts and total values of certain fields ili Dashboard against status types You can click on a value to see the involved projects All status calculations are based on the Quote Value or Quote Spec Value except Partially Won and Won These two status types are based on the calculation of the Order Number section of project Control user s access levels Can also view what Company branches are assigned to the user Allows users to run pre defined reports depending on their region Reports As a state user project champion you will only be authorised to reports in your region ProTrack v3 5 1 September 2014 Other Navigation features Thro
14. ew a list of projects that have passed the follow up date from the projects page select Projects My Follow Up aE Projects 1 My Follow Up My Whiteboard This will display a list of projects that have passed the follow up date and must be updated followed up as soon as possible It will only show the projects where you are a controlling representative Toggle Filter Toggle Designer Projects collapse r Addto Whiteboard Name 4 i Region Status Architect Consultant Builder Contractor Wholesaler Rep FollowUp QuoteValue SpecValue AW ABLEC Lei Yuan ILK 227 Toorak Builder 1ST CHOICE VIC n a n a Edwards TRADING Luke 14 06 2012 141 000 00 0 00 rd Rd Apartments Awarded ELECTRIC i ABC Na AGG Wils Show page 1 Total Records 1 Records Per Page 10 Add Project 4 5 Weekly follow up emails Each Monday every rep associated with a project note they must be a controlling rep will be emailed a list of projects that have passed follow up or are due for follow up that week This will not include Won Lost or Cancelled projects They can click on the hyperlink to access the project or they can add to their calendar as an appointment reminder Status Quote Value Spec Value Follow up date Active 55730 00 55730 00 2012 10 08 120 Pitt Street Builder Awarded 100000 00 0 00 2012 10 16 155 Clarence St S ALTS Active 248090 00 56137200 2012 09 21 4 NEWINGTON RD SILVERWATER Ac
15. f the branch e Postcode lt 3 ProTrack v3 5 1 September 2014 e Region e Country e Phone fax and email e Branch Ranking if applicable enter the relevant ranking for this Company Branch E g is this one of your top contractors If so select A e Associate Rep enter the sales representative associated with this branch insert Click on the insert button to attach the branch to the Company 5 2 Adding a new Branch to an existing Company When the Company already exists and you only need to add a new branch go to the Contacts page and use the Toggle Filter option to find the Company Toggle Filter Toggle Designer Company Name Contain Natalie amp Add Criteria e Remove Criteria Filter Contacts Company Name amp Company Type Website Natalie s Contracting Firm Contractor n a p Show page Total Records 1 Ey EF Records Per Page aos Add Contact Click on the Company Name to maintain A list of existing branches will be displayed Click on the button to add a new one Enter all relevant details for the Branch and click insert to add 5 3 Adding a contact to a Branch To add a contact name to a branch go to the Contacts page and use the Toggle Filter option to find the Company Click on the relevant Company Name to display a list of attached branches Click on the relevant Branch name to maintain Click on the button to add a contac
16. first digit represents a major release This is for considerable changes to the system requiring project management and considerable resource e g link to Project Manager e The second digit represents a minor release This will be for minor approved change requests from the business There will be 4 minor releases per year e The third digit represents bug fixes to the current release These will be applied as soon as possible You can keep track of change requests bug fixes under the Help section of ProTrack 2 About ProTrack About ProTack H About ProTrack FAQ v3 0 0 Initial release Download User Manual o FEATURE New Initial release v3 1 0 First update Contact Us 3 This will detail what features will be included in each release 8 4 Contact Us If you encounter a problem with ProTrack please contact the email address Please ensure you include as much detail in the message as possible Any change request to ProTrack must go through Marty Kaye and Fred Nimarota These will then be analysed approved or not and managed through version control End
17. is new project In the body of this email they have the opportunity to add this to their calendar as a follow up appointment ProTrack New Project Confirmation Hello Dino This mail is a confirmation that Lei Yuan has created a new project new confirmation email test and you are one of the project representatives To add this as an appomtment to your calendar at the follow up date please click on the mail icon at the end of this message You can begim editing the project by gomg to the followmg lmk and logging in using your windows authentication Should you have any questions please feel free to contact us at protrack 2 gerardlightmg com au Thank you for using ProTrack Gerard Lightng Group IT Click on this icon to add to your S Add to Microsoft calendar 4 gt Outlook ProTrack v3 5 1 September 2014 4 2 Changing Updating a Project Toggle Filter Toggle Designer Projects rb Addto Whiteboard Name 4 Region Status Consultant Builder Contractor Wholesaler Rep QuoteValue SpecValue A W Edwards cae PE ACG cine 141 000 00 0 00 f ELECTRIC IK sd ILK 227 Toorak Rd Apartments 3 You can click on these headings to change the sorting of the project 2 IRON ORE MINESITE WA Won n a ina l da l l l UPGRADE list The indicates that it is sorting in ascending Click again to change to descending click again to remove the sort 1 Buckingham St Lipman E NSW Cancelled n a
18. nish date in the top right hand corner and click apply To see the same information but only for projects passed follow up date click on the follow up tab within the internal dashboard 2012 11 01 2012 11 14 Australia ALL FOLLOW UP all ProTrack v3 5 1 September 2014 There is also breakdown by Sales Representative A state or national user can click on the names on the left hand side to check the data Rep in Region collapse s Juan Jarvis 37 29 195 702 00 21 465 220 00 Andrew Murray 9 1 403 550 00 501 336 00 Andrew Tiley 3 3 00 0 00 Andy Leung d 373 449 95 173 449 55 Anthony Rogic 3 35 220 61 34 717 85 Bec Harper 16 1 856 214 60 1 122 506 97 Bill Patterson 1 80 000 00 0 00 Brad Hart 6 56 001 00 0 00 Brendan Ward AZ 24 622 736 00 16 277 492 00 Brent Snashall 12 939 143 73 68 200 00 Amount of Lost Partially Won and Won are based on current financial year ProTrack v3 5 1 September 2014 6 2 Customer Dashboard The customer dashboard is available to state and national users only It contains a summary list of projects by Consultant Contractor Wholesaler and Builder Internal Dashboard Customer Dashboard Designer Dashboard Australia Consultant Contractor Wholesaler Builder Consultant collapse Builder Contractor Design Design In Design On Wholesaler Company A Y done a E Awarded Eae Awarded Completed Revision Logged Hold AEE sanie na Awarded 222 222 E ADG Melbourne 0
19. nrnnnnnrrnnrrnnnnrsennnnnnnssnnnnnnnnssrnrnnnnnssennnnnnsssennnnnn 14 4 2 5 Updating the follow up date email sent to controlling reps 15 4 3 FONN 16 4 3 1 Adding a project to your whiteboard rrrrrrrrnnnrrrrrrrnnnnnvrrrrnnnnnrrnnnnnnnnrrnrnnnnnnrennnnnnnnsennnnnn 16 4 3 2 ACCESSING your whiteboard rrrrrnnnnnrrrrrnnnrrvovrrnnnnnrennrnnnnnrnnrnnnnnnrrnnnnnnnssnnnnnnsnsrennnnnnsseennnnnn 16 4 3 3 Removing a project from your whiteboard rrrrrrvvrrrnnrrrvvrrrnnnrrrvrrrnnrrrernrnnnrrrrennnnnrrreennnnn 16 4 4 FM UP Paean 17 4 5 Week TONOW HD CI AUIS ae ed 17 SER edited iic TENTE omm 18 5 1 PMNS a NEW COMPANY EEUU UU mm 18 5 2 Adding a new Branch to an existing Company ccccccccsseeeceeceeeseeeeeceeeeeceeeeeeeeeceeseaaaeeeees 19 5 9 iYelelpegzieloriizie Mozilla EEE EN DE Om 19 5 4 Changing an associated rep or ranking against a branch eeeeeeeeeeeeeeeeee 20 MES 2 5191010 gt 0 gt e E 21 6 1 Tgltsl le STAID O ANG REE EEE 21 6 2 C stomer Dsl 9 0 d EEE EEE EE 23 L p ProTrack v3 5 1 September 2014 6 3 Designer Dashboard uses 24 L RODO RENEE E A E E 25 E Lo ee e 26 8 1 gle 26 8 2 Download user manual seeeesssssesseseseeseee nennen nennen nnn ns nn nina nri sn aaa n ness nana rns 26 8 3 Version Control
20. r 2 2 Data Flows The status of the project follows certain business rules These are outlined below From Status 00 Allowed to Status Further comments This status is automatically set Raised d la dei ier ci when the project is entered J See Active Active Builder Awarded Active Contractor Awarded Sample Manual process once order is Design in Revision Design logged Raised Lost On Hold Logged Cancelled On hold projects Active Builder Awarded Active Contractor Awarded Active Sample Wholesaler Awarded Design in Revision Design Logged Won Lost Cancelled Design Completed Design in Design Logged Revision Lost Cancelled Used by design department Design Completed Design Logged Used by design department Dasunc amoed Active Design in Revision Design Need to change to Active manual 9 P logged Lost Cancelled process Active Contractor awarded S A This status is automatically set Active builder awarded sample Design in Revision RE TT Design logged Cancelled On hold Won Active Wholesaler awarded Sample Design in This status is automatically set Revision Design Logged when the contractor is awarded Cancelled On hold Won Sample Design in Revision hg This status is automatically set Awarded wholesaler awarded Design logged Lost On Hold EE EN Cancelled On hold Active Design in revision Design Ve Sa logged Cancelled No changes can be made Awarded contracto
21. r awarded ProTrack v3 5 1 September 2014 This status is set when you enter an order number and value Partially Won This status is automatically set when all project requirements are met and an order number has been placed Partially Won Other project rules e f project is specified a consultant or architect must be selected Specified quote value must be entered e here must be at least one sales representative attached to a project e If project is marked for design a designer must also be assigned 2 3 User Access Level There are four types of user access levels State Can view all data for their assigned state NB You can be assigned to multiple states Sales Representative Can view only their own data i e projects assigned to them ProTrack v3 5 1 September 2014 3 Getting Started 3 1 Accessing ProTrack GPS http protrack gerardlighting com au 3 2 Home Page The home page allows you to access projects dashboards contacts and user manuals Your assigned access level controls whether you can access these different areas Refer to 2 3 for detail on the different levels e Projects available to users with level 1 2 3 4 access e Contacts available to users with level 1 2 access e Dashboard available to users with level 1 2 3 4 access e Admin available to users with level 1 access only e Reports available to users with level 1 2 access only e Help available to ev
22. s L PM Show page 1 Total Records 1 Records Per Page 10 Add New A list of already entered correspondence will be displayed Click on the add new button to add some new correspondence Add Project Correspondence Project Name Correspondence Type N A Comment Maximum 500 characters Enter the correspondence type and some comments a ProTrack v3 5 1 September 2014 You can also attach any relevant documentation e g the original quote and upload to ProTrack Click the Insert button to complete the correspondence Please note you can upload multiple files at the same time 4 2 5 Updating the follow up date email sent to controlling reps To change the follow up date simply click on the calendar icon to the right of the date and change to the new follow update Edit Project Project Name Kununurra MG GT Administration Region NT Project Date 11 04 2011 EE Follow Up Delivery Date 11 04 2011 EE ri An email will be sent to all controlling reps for the project In the body of this email they have the opportunity to add this new follow update date to their calendar as an appointment ProTrack Project Update Hello Dino This mail is a confirmation that the follow up date has changed for project new confirmation email test case 2 follow up date changed from 21 11 2012 to 30112012 in ProTrack To add this as an appointment to your calendar at the new follow up date please
23. t name to the Branch Enter the details and insert ProTrack v3 5 1 September 2014 5 4 Changing an associated rep or ranking against a branch Go to the Contact page and filter for the right Company Click on the Company name to go the relevant branch This will take you to the Edit Company page listing all branches attached Edit Company Company Name Company Type Website Active Branches Company amp i 3 WAY COMMUNICATIONS Showpage 1 Total Records 1 Add Branch 3 WAY COMMUNICATIONS Contractor Please type the URL started with http e g http www example com e Yes No Suburb HORNSBY HEIGHTS Fax Street Contact il GN Records Per Page aS To change the rep or ranking either click on the Suburb name or the pencil icon NOT the company name This will take you to the Edit Branch page Edit Branch Company Street Suburb Postcode Region Country Phone Email Branch Ranking Associated Rep 3 WAY COMMUNICATIONS HORNSBY HEIGHTS NSW Australia Fred Nimarota You can now change the rep or ranking by clicking on the name to bring up the list a ProTrack v3 5 1 September 2014 6 Dashboards 6 1 Internal Dashboard The internal dashboard is available to all user access levels It contains a summary display of projects in the system by status and by sales representative If you are a sales
24. tive 89805 00 89805 00 2012 10 17 AIA KELLYVILLE Active 38381 00 38381 00 2012 10 02 Individual email appointments will also be sent to associated controlling reps when a follow up date changes raal ProTrack v3 5 1 September 2014 5 Contact Maintenance 5 1 Adding a new Company Contacts From the Home Page or the navigation section at the top click the button At the bottom of the screen click the button Add Company collapse Company Name Natalie s Contracing Firm Company Type Contractor Website Please type the URL started with http e g http www example com Company Ranking N A Active e Yes No Insert Cancel e Company Name enter a valid Company name This must be a unique name Before adding a contact make sure it is not already there e Company Type click on the Company type and select valid type from the list e Website enter the Company s website if known Company ranking optional field to rank the entire Company Will be used in reporting This is not mandatory and it may be more applicable to rank the individual branch Click on the button You will now be prompted to enter at least one branch Every Company must have at least one branch assigned Add Branch collapse Company Street Suburb Postcode Region ACT Country Australia Phone Fax Email Branch Ranking N A Associated Rep Allan Jarvis e Suburb enter the suburb o
25. ughout ProTrack we have created some useful features to help you search filter and extract data from the system e Toggle Filter o To filter the displayed list so you only display certain values o Below example will display a list of projects containing a Project Name with the word Apartments Click on the Filter button to activate Click Add Criteria to add another field selection e g Region Click Remove Criteria to remove the filter Toggle Filter Toggle Designer Please enter your filter criteria Project Name Contain Apartments Add Criteria Remove Criteria Please enter your filter criteria Project Name Contain Apartment And Region Is Exactly NSW Add Criteria Remove Criteria Filter e Toggle Designer o To change the columns displayed on the screen o Select the fields you want displayed this can also control what fields you want to extract to Excel o Click on the Refresh button to activate Toggle Filter Please select the fields your want to display V Name V Region Vl Status V Architect WM Consultant Mi Builder M Contractor MW Wholesaler MI Rep Designer C FollowUpDate QuoteNo V QuoteValue V SpecValue e Data Extraction Ey O Extract all values to Excel O Extract only those fields you have selected in Toggle Designer see above This is a great way to reduce the fields extracted Click on one of the above icons to extract the data that is currently
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